This position requires a high level of organization, multitasking, and determination. Must have a keen eye for detail and be very perceptive. The Estate Manager will need to provide advanced, diversified, and confidential administrative duties that require broad and comprehensive experience, skills, and knowledge. The Estate Manager must be reliable, able to work flexible hours, and respect privacy, understanding the need for confidentiality in all areas of work. The successful individual will use initiative, independent judgment, tact, and diplomacy in handling sensitive, complex, and highly confidential business matters.
What you’ll do:
- Schedule a weekly (or as requested) meeting with the principals to monitor their feedback and personal preferences and communicate those wishes to appropriate staff members
- Provide a real-time implementation of principals’ requests and attention to their personal needs
- Assume final responsibility for the homes, maintaining the orderly operation of staff and systems
- Interface continuously with the Director of Residences to coordinate projects and expectations of principals
- Coordinate staff schedules
- Liaise with the family office as needed to provide information on new asset acquisitions, dispositions, and accurate inventory lists for insurance purposes
- Oversee the maintenance and care of the family’s vehicles
- Oversee and approve household-related expenditures
- Assist and work with the Director of Residences in obtaining approval documentation for large purchases or project expenses as needed
- Serve as a single point of contact between the residence staff and the principals
- Train the staff to implement the highest standards at residence
- Demonstrate an “open-door” policy and lead by example. Ensure staff is punctual and attending to their duties as established
- Work with staff members to set priorities for their specific position (daily, weekly, monthly, quarterly and annual duties)
- Review and approve weekly time sheets for staff, including overtime where applicable for household staff members
- Coordinate planning and staffing for special events
- Ensure that home are properly prepared and ready for the principal’s arrival on an ongoing basis
- Assist with all additional duties
Who we’re looking for:
- Possess at least 10+ years of relevant work experience in a private home or luxury hotel. Bachelor’s Degree or higher preferred
- Understands that the utmost in fiduciary duties, confidentiality, collaboration, and discretion is required
- Proactive and anticipatory, with a service heart. A flexible self-starter who is willing to pitch in
- Computer literate: thorough working knowledge of MS Office programs (Word, Excel, Outlook) and AI
- Superior process, project, and time management skills
- Strong analytic, organizational, and communication skills with attention to detail
- Courteous and discreet, with a pleasant and upbeat personality
- Individual who encourages collaboration and customer service while also being positive, proactive, and persistent. Grasps the broader picture with the flexibility to work outside of strict job description parameters
- Demonstrates poise and grace under pressure
- Able to build rapport and credibility quickly with principals, staff, the family office, and vendors
- Able to work additional hours if needed
- Able to work legally in the United States, with a valid driver’s license and clean driving record
- Have outstanding verifiable references
If this is you, email your resume to colonialagency@gmail.com
Job Category: Estate Manager
Job Type: Full Time Live-Out
Job Location: Florida Miami